CF-100
Privacy Policy.
- Version
- 1.1
- Effective date
- May 2026
- Document owner
- CivicFlow Inc.
- Classification
- Public
Our Commitment
CivicFlow Inc. (“CivicFlow”, “we”, “our”, or “us”) is committed to protecting the privacy of our customers, partners, and website visitors. We collect and process only the information reasonably necessary to operate our website, provide our services, and support our customers.
Information We Collect
Website Visitors
We may collect information voluntarily submitted through contact or demo request forms, including organization name, business email address, telephone number, browser and device information, IP address, website usage analytics, and cookies or similar technologies.
Users of CivicFlow Applications
When a customer deploys CivicFlow applications, the information processed depends on the application and customer configuration. This may include business user names and email addresses, Microsoft Entra ID authentication identifiers, workflow configuration information, audit or activity logs, and support requests. CivicFlow processes this information solely to provide, maintain, secure, and support the contracted services.
Municipal Information
For most CivicFlow deployments, municipal information remains within the customer’s Microsoft 365 and Azure environment. CivicFlow acts as a service provider, processing information only as necessary to deliver implementation, maintenance, and customer support. Municipal information remains the property of and under the control of the customer organization.
How We Use Information
We use information to respond to inquiries, provide software and services, authenticate users, deliver customer support, improve our products, communicate important service information, and comply with applicable legal obligations. We do not sell personal information.
Microsoft Services
Certain CivicFlow services integrate with Microsoft technologies including Microsoft 365, Microsoft Entra ID, SharePoint Online, Microsoft Teams, Outlook, Microsoft Graph, and Azure. Authentication is performed through Microsoft Entra ID where applicable.
Security
We take reasonable administrative, technical, and physical measures to protect the information we process. Depending on the CivicFlow service being used, these measures may include encrypted communications, Microsoft Entra ID authentication, role-based access controls, audit logging, and regular software updates.
Information Sharing
We do not sell or rent personal information. Information may be shared only with service providers supporting our operations, where required by law, with customer authorization, or as necessary to provide our contracted services.
Data Retention
Information submitted through our website is retained only as long as necessary to respond to inquiries, provide requested services, or meet legal obligations. Information processed as part of CivicFlow applications is retained in accordance with the customer’s configuration and applicable contractual agreements.
Your Rights
Individuals may request access to, correction of, or additional information regarding personal information processed by CivicFlow, subject to applicable law. Requests should be directed to the Privacy Officer below.
Changes to this Policy
We may update this Privacy Policy from time to time. The current version will be published with its effective date.
Contact
Privacy OfficerCivicFlow
Ottawa, Ontario, Canada
privacy@civicflow.co